DOES NOT include audio-visual materials prepared for course instruction or research unless of a unique nature.

5

Archives

Audit Reports

6

Permanent

Auditor’s management letters.

Awards, Honors, Fellowships, Scholarships

Student, faculty, and department.

5

Archives

Included in Subject/Topical/Reference Files.

Ballots-Committee Actions

---

Destroy

Destroy after vote has been recorded.

Ballots-Election to Committees

1

Destroy

Bank Statements and Reconciliations

6

Destroy

Blank Forms

Useful Life

Destroy

Retain for 30 days after obsolescence.

Board of Trustees Meetings

Useful Life

Permanent

Closed for 25 years, 5 in office and 30 in Archives.

Budget Printout: This includes work sheets, memos, notes, and adjusted budget printouts.

1

Destroy

Destroy at the end of the fiscal year involved.

Budgets

4

Destroy

Note: See Ledgers, General for yearly budget.

Building Records

Useful Life +5

Destroy

Buildings and Facilities Data Records: This series provides a composite record of background information on buildings and facilities. Records include building surveys and audits, physical description of buildings, construction project reports, equipment inventories, and other related data.

Useful Life

Review

Bulletins, Posters, and Notes:

Information materials acquired for the purpose of informing University personnel of events and activities.

Note: Send two sets of the original drawings and maps, or best quality copies of the final version as built.

Construction Project Planning and Proposal Records

These are for all new constructions and remodeling/ renovation work of existing buildings and facilities. Records include feasibility and needs studies, space planning documents, artist’s sketches, architects’ proposals, models, plans and proposals, and related correspondence.

10

Review

Note: A copy of final studies, plans, and reports should go to the Archives for Permanent.

Contract Forms, teaching

6

Permanent

Contracts

5

Permanent

Corporate Papers

Useful Life

Permanent

Corporation Minutes

5

Permanent

Correspondence, non-essential: This includes incoming and outgoing correspondence of all offices/entities of the University.

Correspondence, permanent: This includes correspondence received and sent; applies to all offices/entities of the University.

5

Permanent

Permanent correspondence refers to that pertaining to the business and operations of the University.

Counseling and Testing Client Files, Students and their Spouses: These are highly confidential and sealed files of the Counseling and Testing Center. They are kept sealed at the Center. These files do not include ACT, GRE, MCAT, and other testing scores and materials.

Useful Life + 7

Destroy

Course Catalogs and Bulletins

5

Archives

Office of origin: Send 2 copies with other Subject/Topical/Reference Files. Other offices: Retain for period of reference only.

Course Evaluations/Students’ Teacher Evaluations

5

5

Destroy

Course Handout : Original creation of faculty members only.

5

Archives

One set to the Archives.

Course Material Reproduced or Prepared by the Department or Teacher

5

Archives

One set to the Archives.

Course Syllabi

5

Archives

One set to the Archives.

Data Input and Verification Records; See the Andrews University Data Entry Standards Manual for specific instructions concerning this record series.

Useful Life

Review

Degree Audit Records: See: Check Sheets

Departmental Budget Files

Useful Life

Destroy

The recommended time of Retention in Office is 1 year.

Departmental Meetings, minutes; See Minutes

Deposit Books and Tickets

2

Destroy

Disability Records

Useful Life

Permanent

Dissertations, Masters Theses, Projects: These materials consist of the accepted dissertation, thesis, or project that has been completed in partial fulfillment of degree requirements. Materials also included here are final approval papers and project supplemental materials such as music scores, portfolios, and documentation of models.

5

Permanent

After graduation. After completion of the degree, send 2 bound copies of each dissertation or thesis to the James White Library. This also applies to Honors Projects.

Duplicate Copies of Records: Copies of documents created for administrative reference, information, or distribution only.

Useful Life

Destroy

Destroy as soon as determined by office to have no more value.

Electronic Forms and Media: Office copies of computer forms, disks, tapes, cards, CD’s, etc. used as preliminary input or temporary storage or output control, the result of which are produced or otherwise available, in paper reports, computer output, microfiche or online.

Useful Life

Review

Note: Those which have historical or long-range administrative value should go to the Archives.

Electronic Mail

E-mail messages and their attachments regarding University business, sent or received via the University network, are considered University records; thus, they are subject to Andrews University records management policies and procedures. Most e-mail may fall into Record Series as listed in the Retention Schedules: agendas, informal notes/announcements, minutes, correspondence, etc.

Useful Life

Review

Note: For e-mail relating to University business, before deleting the electronic copy, prepare a hard copy of the email messages and file it appropriately.

Employee Manual

Useful Life

Permanent

Note: Send 2 copies to the Archives when first produced.

Employee Placement and Acknowledgment Forms

This form, signed by the employee, is a record that he/she recognizes the confidential nature of University information, including student records. It constitutes an agreement to comply with University policies and procedures regarding access, use, and security. It holds the employee responsible for any violation.

Note: Asbestos and Lead Control Records are filed as topical record. Environmental Health and Safety Training Records are filed with the employees personnel records.

Equipment Inventory Lists

2

Destroy

Or after superseded.

Equipment Records

These provide a record of equipment purchased and/or maintained by the office. It includes invoices, requisitions or purchase orders, vendor information, instruction manuals, maintenance agreements/contracts, warranties, repair and service documentation, inventories, and related correspondence.

Useful Life+5

Destroy

Note: Maintain records five years after final disposition of item.

Expense Reports

5

Destroy

Facilities Management/Maintenance Records

Includes records of routine management, maintenance, and repair of buildings/facilities, grounds, and mechanical systems. They also cover such areas as: security (security logs and reports), space planning, parking management, disabilities access documentation, as well as supply, equipment and key inventory management.

Useful Life

Destroy

Facilities Permit and Approval Records

Useful Life

Permanent

Faculty Personnel Records

These files document individual faculty academic work history, including all academic ranks.

Useful Life +6

Permanent

From date of termination or retirement

Faculty Research and Publication Reports

Useful Life

5

Confer with Associate Dean for Research

Faculty Research Files

5

Permanent

Faculty Research Grant Proposals

5

Permanent

Faculty Research Grant Reports

Useful Life

Permanent

Faculty Search Records

Useful Life +3

Destroy

Note: Copies of successful candidate applications, resumes, and vitae are placed in their faculty personnel files.

Faculty/Staff Files

See Personal Professional Papers and Property, also Rank and Continuous Appointment Portfolio Application

Personal office files

Faculty/Staff Files, current

Useful Life

After retirement or separation of an individual from the University, his/her folder must be filed with the Record Series: Faculty/Staff Files, former faculty/staff.

Faculty/Staff Files, former faculty/staff

5

Permanent

Family and Medical Leave Records

These include sick leave and vacation leave requests.

Useful Life

Permanent

Family Educational Rights and Privacy Act Data/Documents. When applicable, a copy of the records in these folders is placed in the folder of the student. Whenever the recommended retention period is the life of the affected record, the retention period of the FERPA document is the same as that of the student records to which it pertains: Students’ Waivers of Rights to Access to Letters of Recommendation, for example, should be retained until terminated or the letters themselves are destroyed If the retention period for a record to which a FERPA document pertains is permanent, the FERPA document should also be permanently retained.

FERPA Documents

Note: FERPA specifically requires institutions to maintain records of requests and disclosures of personally identifiable information except for defined “directory information” and requests from students for their own records. These records are part of the student’s educational records; therefore, they must be retained as long as the institution retains the educational records to which they refer.

Useful Life

Destroy

Financial Aid Records: These include documents about loans and grants.

Professional Organizations: University membership and all pertinent correspondence relating to policy, procedure or function should be retained for the Archives by the sponsor/campus officer of the organization. Many activities fall into one and/or the other Record Series as listed in this Retention Schedule: agendas, informal notes/ announcements, minutes, correspondence, etc. They must, therefore, be treated as such.

Subject Files: These files document the day-to-day activities of any University office, reflecting administrative activities, including policy decisions, action taken, events, committee involvement, involvement with outside organizations, etc. They are of value to future administrators, to understand the organizational culture, differing points of view, and decision- making processes.

Useful Life, 5

Permanent

Some records may be closed in RC permanently.

Syllabi See Course Syllabi

Useful Life

Permanent

The recommended time of Retention in Office is 5 years.

Systems Contingency Records

Useful Life

Review

Retain current and most recently developed plan records

Systems Data Storage/Back-up Records

Useful Life

Destroy

Retain storage media as specified in the backup cycle schedule

Systems Documentation Records

Useful Life

Review

Systems Support Records: Includes purchase records, system maintenance schedules, service orders, notes on significant failures and trouble shooting.

Useful Life

Destroy

Systems Technical Support Records

Useful Life

Destroy

Note: Machine-specific records should be kept as long as the machine is in use.

Tax Records

6

Permanent

Teacher Certifications

5

Destroy

After certification

Telephone Billing Statements

1

Destroy

Tenure and Promotion Recommendations

5

Permanent

Recommendations are filed with the VP for Academic Administration and retained permanently.

After application and matriculation, these records will be transferred to Academic Records. There they will be kept until five years after graduation or date of last attendance. Final disposition is D. Regarding letters of recommendation follow AACRAO guidelines. (Redundant with Student Files?)